REQUEST FOR PROPOSAL

Transcription

1 General Information REQUEST FOR PROPOSAL 2014 SIP Trunk Services I. INTRODUCTION, one of the seven colleges in the Maine Community College System, is a commuter college located on a sixty four acre campus in central Maine. KVCC was organized in 1969 by the 104th Maine Legislature and first classes began in the fall of 1970, with 35 full time and 131 part time students. Since then, KVCC has undergone many changes and has grown to an enrollment of 2,292 full and part time students enrolled in credit courses for the fall semester, In addition, KVCC offers a comprehensive schedule of continuing education courses and business and industry outreach programs. The College is accredited by the New England Association of Schools and Colleges, Inc. ; Commission on Institutions of Higher Education; the Accreditation Council for Occupational Therapy Education; the Maine State Board of Nursing; the National League for Nursing Accrediting Commission; the Commission on Accreditation in Physical Therapy Education of the American Physical Therapy Association; the Commission on Accreditation for Health Informatics and Information Management Education (CAHIIM); the Commission on Accreditation of Allied Health Educations Programs on recommendation of the Curriculum Review Board of the American Association of Medical Assistant s Endowment; the Commission on Accreditation of Allied Health Education Programs upon recommendation of the Committee on Accreditation for Respiratory Care; the Joint Committee on Education in Radiologic Technology and the Association of Collegiate Business Schools and Programs. Thanks to a $10.85 million gift from the Harold Alfond Foundation, KVCC has acquired the central campus of the former Good Will Hinckley (GWH) School, which encompasses 702 acres of land and more than a dozen facilities including an academic building, modern recreation center, and farm. Ultimately, development over the next two decades may include the addition of a large auditorium, construction of residence halls for students, further development of a central campus green, expansion of parking areas and roadways, and the addition of a cafeteria. Though geographically separated, the current KVCC campus and the new campus will be tied together by technology. As programs begin utilizing the new campus the expansion is expected to generate additional jobs for the area. For KVCC these are exciting times. The acquisition has increased the College s acreage tenfold. Programs that would have been impossible at the current campus are suddenly feasible. A campus less than two decades old has been joined by one with more than a century of history. Page 1 of 12

2 While challenges abound, the opportunities afforded by the new Alfond Campus have positioned KVCC to grow far beyond anything envisioned before. The College will be proceeding carefully as that process unfolds, guided by the needs of its students and a desire to be a good steward of the historic property. Page 2 of 12

3 II. BACKGROUND KVCC is in the process of building out the infrastructure of its Harold Alfond Campus in Hinckley, Maine. The infrastructure has been design to mirror, as closely as possible, the infrastructure at its existing campus in Fairfield, Maine. On the Fairfield campus, KVCC utilizes a SIP trunk for its primary dial tone service and the plan is to procure an additional SIP trunk for its Harold Alfond campus in Hinckley. Based on the College taking advantage of the possibilities to enhance the redundancy in its system, the College is looking for a vendor that can provide two SIP trunks; one at its Fairfield/main campus and one at the Hinckley campus. The College s main campus SIP trunk is under contract thru October of 2014, it is anticipated that the chosen vendor will provision the Hinckley SIP trunk starting in May/June 2014, subject to interdependent projects and the Fairfield SIP trunk at the end of its current contract. The College has procured multiple xxxx DID blocks for each of its campuses. The DID block for the Fairfield campus is in use, the DID block of the Hinckley campus is provisioned on temporary service in order to hold the block. The College currently utilizes a Telrad based phone switch and has ample spare parts for the system on hand. At this time, the College is not entertaining any proposals to put in an alternative phone system. Page 3 of 12

4 III. GOALS FOR THE RFP The overall goal for this Request for Proposal (RFP) is to obtain a vendor who can provide two SIP trunks for KVCC s two campuses and allow for system redundancy in coordination with the College s two PBX s. Major Goal(s): 1. Provide 24 channel SIP trunk service to the Fairfield Campus 2. Provide 24 channel SIP trunk service to the Hinckley Campus 3. Port applicable xxx DID block 4. Architect/Design redundancy for SIP trunk service once services are installed at both campuses Deliverables Goal 1. Provide 24 channel SIP trunk service to the Fairfield Campus Deliverable(s) Pre test of circuit for verification of serviceability & quality CPE delivered, installed & tested SIP trunk provisioned to CPE & provider tested 2. Provide 24 channel SIP trunk service to the Hinckley Campus System test with and acceptance by KVCC IT Pre test of circuit for verification of serviceability & quality CPE delivered, installed & tested SIP trunk provisioned to CPE & provider tested System test with and acceptance by KVCC IT 3. Port applicable xxx DID block Applicable paperwork (if necessary) for porting of applicable DID block upon provisioning of each SIP trunk Paperwork showing port (if necessary) completed successfully 4. Architect/Design redundancy for SIP trunk service once services are installed at both campuses System test with and acceptance by KVCC IT Microsoft Visio document with narrative outlining redundancy options Page 4 of 12

5 Detailed design of solution after acceptance by KVCC IT System test with and acceptance by KVCC IT V. Assumptions A1 Provisioning of the Hinckley campus SIP trunk will be in coordination with the provisioning of a separate, dedicated to the SIP trunk, Internet connection installed at the Alfond Campus A2 Provisioning of the Hinckley campus SIP trunk will be in coordination with the PBX Installation & Configuration project A3 Provisioning of the Fairfield campus SIP trunk will be in coordination with the expiration of the current SIP trunk service in October of A4 Redundancy design can happen at the outset of a contract but will not be able to be tested until the Fairfield SIP trunk is provisioned based on A2. A5 Provider will port applicable DID blocks at provisioning of the applicable SIP trunk Page 5 of 12

6 VII. Requirements Service Provider must meet the following requirements o Can assume/port/utilize xxxx DID blocks o Provide provider owned & maintained Customer Premise Equipment (CPE) o CPE equipment provides PRI circuit output to connect to KVCC PBX equipment o Provide KVCC with a guest/view only access to CPE for internal troubleshooting purposes o 24x7x365 monitoring of SIP trunk & CPE o 24x7x365 monitoring of outbound calls for unusual activity with the ability to disable calling to prevent fraudulent activity o 24x7x365, provider owned & operated Network Operations Center (NOC) with live representatives for repair/troubleshooting o Ability to provide provider hosted greeting boxes in the event the circuit goes down Within 1 hour o Provide KVCC with access to i911 database for KVCC initiated & entered updates Preferably via direct web portal o Provide e mail notifications of outbound 911 calls when call is placed and processed by the CPE o Provide & assign local account representatives whose office is physically located in the State of Maine o Have support technicians physically located in the State of Maine o Provide a high voice quality SIP trunk over a customer provided 1 3Mbps connection to the Internet dedicated for the purposes of servicing the SIP trunk Page 6 of 12

7 VIII. Potential Add Ons These items should be identified, by item number, as costs above & beyond the base solution cost is, in both the narrative of the proposal as well as the cost outline None Noted Page 7 of 12

8 RFP Submission Instructions for Vendors KVCC is requiring vendors who intend to submit a response to this RFP to submit a non binding Letter of Intent by 4:00 PM EST on March 7, The Letter of Intent should articulate the name of the company that intends to submit a full proposal together with a contact name, address, telephone number and electronic mail address. Respondents who submit a non binding Letter of Intent will have an opportunity to submit questions via electronic mail during the question period. At the end of the question period, answers to all questions received during the question period will be sent out to all respondents. Respondents must submit three (3) paper copies and one electronic (Adobe PDF or compatible format) copy of your response by 2:00 PM EST April 10, Please label the shipping material KVCC 2014 SIP Trunk Services so that it is appropriately date and time stamped. Both the Letter of Intent and the Proposal should be submitted to: Ryan Connon Dean of Technology 92 Western Ave Fairfield, ME Electronic Copies can be submitted simultaneously on disc media, or by electronic mail to: RFP2014_SIP@kvcc.me.edu KVCC is anticipating a conclusion of the selection process and advising the respondents of the decision the beginning of May Page 8 of 12

9 Each submission must be arranged in the following order: 1) Executive Summary 2) Vendor Qualifications 3) Vendors Solution and Advantages 4) Implementation Plans 5) Warranty 6) References 1.) Executive Summary In two pages or less, please provide an Executive Summary describing the characteristics that distinguish your company from others and how your organization is well suited to meet the needs of our institution. The Executive Summary should, briefly, describe: The organization history and qualifications including similar work (scope & timeline) An overview of the implementation strategy and the architecture of the solution Warranty provided on both parts & labor 2) Vendor Qualifications This section should describe all of your qualifications. Special attention should be focused on previous and current work within higher education systems and community colleges or like sized & scoped projects Description of organization Should include but not be limited to: Organization mission and objectives Longevity of business General markets serviced Number of company employees Departmental breakdown Experience with Higher Education Number of Higher Education clients, if any Page 9 of 12

10 Financial Stability Please include the organization s most recent financial statement as well as any relevant information as to its financial stability. 3) Vendors Solution and Advantages Describe: The proposed solution with a focus on expandability The architecture of the distribution point in the Alfond Averill School Documentation 4) Implementation Plans Explain the proposed implementation strategy including a proposed project timeline. Explain the interface between the College and your organization if selected for the project in regards to project management 5) Warranty Describe the warranty provided on the equipment & labor provided under your proposal, turnaround times for warranty work, etc 6) References Five (5) references must be submitted for the purpose of MCCS to contact. The references must be relevant to service performed in the last 36 months, and shall include their level of acceptance of those services. The reference list must include: The organization s name A representative at the organization (telephone and electronic mail) The longevity of the business relationship Approximate date of the organization s last implementation with your company Page 10 of 12

11 Projected Timeline Summary Time Line Date Issuance Time Non binding letter of intent :00 PM (Electronic or Physical delivery) Questions Due :00 PM Answers Issued :00 PM Proposal Due :00 PM Final Decision Early May (Anticipated) Page 11 of 12

12 NOTICE TO BIDDERS: STANDARD TERMS AND CONDITIONS APPLICABLE TO ALL MCCS CONTRACTS The following Maine Community College System (MCCS) standard contracting terms and conditions are incorporated and shall become a part of any final contract that will be awarded by any college or other operating unit of the MCCS. These terms and conditions derive from the public nature and limited resources of the MCCS. MCCS DOES NOT agree to: 1. provide any defense, hold harmless or indemnity; 2. waive any statutory or constitutional immunity; 3. apply the law of a state other than Maine; 4. procure types or amounts of insurance beyond those MCCS already maintains; 5 add any entity as an additional insured to MCCS policies of insurance; 6. pay attorneys fees for any other entity; 7. promise confidentiality in a manner that could violate the Maine Freedom of Access Act; and 8. permit an entity to change unilaterally any term or condition once the contract is signed. By submitting a response to a Request for Proposal or other like bid or offer to do business with a college or other operating unit of the MCCS, your entity UNDERSTANDS AND AGREES that: 1. the above standard terms and conditions are thereby incorporated either expressly or by reference to this notice into any agreement entered into between MCCS and your entity, and that your entity will not propose or demand any contrary terms; 2. the above standard terms and conditions will govern the interpretation of such agreement notwithstanding the expression of any other term and/or condition to the contrary; 3. your entity will not propose to any college or other operating unit of the MCCS any contractual documents of any kind that are not completely contained in one Word or PDF document, and any references to terms and conditions, privacy policies or any other conditions referenced and found online will not apply; and 4. all contracts must be submitted and readable in at least 11 point font. Page 12 of 12